Overview
This KB Article reviews the process of creating profiles for students and scholars with visa types that do not require SEVIS reporting or have not previously been usable in Terra Dotta. Institutions that track international students in statuses other than F-1/J-1(such as H-4 and J-2) can create and manage profiles for these students in ISSS Student. For international scholars and employees, admins can configure other visa types, such as J-2, TPS, DACA, that their institution may wish to track in addition to TD's standard visa categories.
ISSS Student: Custom Visa Types
Begin by using the hamburger menu to navigate to Configuration > Site Settings, then selecting Visa Settings and Batch Manger on the General Configuration Page.
F-1 and J-1 display with a ★ indicating that they are “standard visa” types in ISSS Student. Additional visa categories can be added using the Plus button.
The "Add Student Visa Type" builder has a Visa Type dropdown menu which displays the name and description of different visa types. Administrators can add different custom visa types and Edit/Add the Description while adding the Custom Visa type. Once the desired Visa Type and Description are selected, click Submit.
Creating a New Custom Visa Template
Navigating to Templates
To move to the Templates page in ISSS Student, begin by clicking on the hamburger menu icon located in the upper left corner of the page, select Configuration → Templates.
Creating a New Custom Visa Student Template
After navigating to the Templates page, the ISSS Admin is presented with a dashboard that contains any existing templates. This dashboard is split into three tabs: one for F-1 Student Templates, one for J-1 Student Templates, and one for Custom Visa Templates. To begin creating a new Custom Visa Student Template, make sure to be in the Custom Visa Template tab and click on the Create Template button located in the upper left corner of the dashboard.
Before configuring any of the information, begin by giving the Student Template a title and description. Note: make sure the title is descriptive enough as this is what the ISSS Admin will see in the dropdown menu when creating a student profile.
A Student Template can also be created using an existing template. For example, if one was used for all Masters students for Fall 2020, it can be used again for Fall 2021 and have the program dates updated. This can be done by clicking on the Create Template from Existing One button located in the upper right corner.
After naming the template and writing a description, the ISSS Admin can configure the information in the following sections:
Personal Information
Program Information (excluding SEVIS-reportable fields)
Contact Information
Note: For Custom Visa templates, no fields that are specific to SEVIS are required and should not populate.
Once the information has been populated into any of the fields click the Create button to save the template.
Creating Custom Visa Records from Newly Admitted Student Page
On the Newly Admitted Students screen, select “Custom” from the Visa Types dropdown to show students with listed visa types other than F-1/J-1. Select desired student, then Create Draft Profile.
Admins can now create the student profile and use the Visa Type dropdown menu in Profile Information to select from a list of custom visa types. The other fields can be filled in as needed. SEVIS-reportable fields such as SEVIS and Financial Information do not appear when creating the Student Profile. The fields that are available for custom visa students are Profile Information and Program Information. If student is SIS-integrated, fields specific to the student will have the information pulled in from the SIS file after the draft profile has been created.
Note: a template previously created by the ISSS Admin can be used to populate information from a pre-configured template.
Creating Custom Visa Students from Student List
On the Student List page, select the Create Student button. Using this method to create a student will show a similar screen to Create F/J Student, but administrators can select what Visa Type they would like to add for the student.
Note: a template previously created by the ISSS Admin can be used to populate information from a pre-configured template. For more information on creating templates check out this KB article.
Once a Custom Visa student profile is created, students can access a limited Student Profile that will reflect information relevant to them. Additionally, Custom Visa student records should automatically transition to the correct Stage Status based on program and term start and end dates.
ISSS Scholar: Custom Visa Types
Adding Additional Visa Types to Scholar Settings
Default visa categories (eg. J-1, H-1B, O-1) display with a ★ indicating that they are “standard visa” types in ISSS Student. Additional visa categories can be added using the Plus button, and can also be edited and deleted on this screen.
The Add Scholar Visa Type builder has a Visa Type dropdown menu which displays the name and description of different visa types. Administrators can add different custom visa types and Edit/Add the Description while adding the Custom Visa type.
All configured visa types will appear to ISSS Admins for Scholar record creation and processing.
Creating Custom Visa Scholar Records
Select the New Sponsorship Request button on the Scholar homepage.
Once the Admin is in the New Sponsorship Request, they will be able to select from configured custom visa types from the Proposed Visa Type dropdown menu and continue with the request. SEVIS-specific fields do not need to be completed while completing the request for this kind of Scholar.
Once all applicable fields are filled, click the Submit button. To complete the profile setup, return to Scholar Card and scroll down to the bottom of the screen. Select the “Process as” button at the bottom of the screen and select the corresponding visa category from the popup menu. Confirm you wish to process the request.
After confirming the request process, a message will appear with the option to notify the Scholar. Selecting “No” will return the Admin to the Scholar homepage. Selecting “Yes” will produce an automated email that can be sent to the Scholar, with the option of CCing the Department.
Once a Custom Visa scholar profile is created and the task is processed , the card should appear in Pending, Active, or Inactive status based on the Start and End Dates. Custom Visa scholar/employee records should automatically transition to the correct status based on Start and End Dates throughout the course of the program.
Note: As of July 2021, F-1 OPT/STEM scholar and employee cards will transition through stages per the steps described above.